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2013 HOUSING AUTHORITY BUDGETINSTRUCTIONS

CONTENTS

PAGE

General Information 3

Preliminary Review of the 2013 Budget Form & Content 4 - 6

Step 1 Completing the 2012 Current Year’s Budget Adopted Budget Column 7

Step 2 Completing the 2013 Proposed Budget Column 7-10Anticipated RevenuesOperating RevenuesTotal Rental FeesOther Operating RevenuesNon-Operating RevenuesGrants and EntitlementsLocal Subsidies and DonationsInterest on Investments and DepositsOther Non-Operating Revenues

Step 3 Completing the 2013 Proposed Budget Column 11-14Budgeted AppropriationsOperating AppropriationsAdministration

Salary & WagesFringe BenefitsOther Expenses

Cost of Providing ServicesSalary & WagesFringe BenefitsOther Expenses

Step 4 Completing the Debt Service Schedule 14 - 16 Budgeted Appropriations

Total Principal Debt PaymentsTotal Interest Debt PaymentsTotal HUD Subsidy

Step 5 Completing Total Operating Appropriation 16

CONTENTS (Continued)PAGE

Step 6 Completing Non-Operating Appropriations 17 Budgeted Appropriations Non-Operating Appropriations Operating Reserve Operating Reserve - Section 8 Accumulated Deficit Other Non-Operating Appropriations Other (Section 8 & Housing Voucher)

Step 7 Completing Total Operating & Non-Operating 17 Appropriations & Accumulated Deficit

Step 8 Completing Total Retained Earnings/Restricted Net Assets 18 & Accumulated Deficit

Step 9 Completing Total Appropriations & Fund Balance 18

Step 10 Completing the Budget Message 19

Step 11 Completing the Resolution Approving the 2013 Budget 19

Step 12 & 13 Completing the Approval & Preparers Certifications 19-20

Step 14 & 15 Completing the Certification & Resolution Adopting the 2013 20

Step 16 & 17 Completing the Authority Capital Budget/Program 20-21

Step 18 Printing the Budget Spreadsheet 21

Transmittal Package 22-23

Budget Word Documents Appendix A

GENERAL INFORMATION

WHO MUST FILE

Every duly created housing authority must submit copies of its approved and adopted Housing Authority Budgets for each fiscal year to the Director of the Division of Local Government Services for review and certification pursuant to N.J.S.A. 40A:5A-10 and 11, N.J.S. 40A:12A-1 et seq. and N.J.A.C. 5:31-2.1, 2.2 and 2.3.

WHEN TO FILE

The introduced and approved Housing Authority Budget is to be transmitted to the Director at least 60 days prior to the beginning of each fiscal year.

The adopted budget is to be transmitted to the Director within ten days after adoption.

WHERE TO FILE

Bureau of Authority RegulationDivision of Local Government Services101 South Broad StreetP.O. Box 803Trenton, New Jersey 08625-0803

WHAT TO FILE

Two sets of the introduced and approved Annual Budget, pages 1 thru 6, and the Capital Budget/Program, pages CB-1 thru CB-5.

Two sets of the Adopted Annual Budget, pages 1 thru 8, and the Capital Budget/Program, pages CB-1 thru CB-5.

In addition to the introduced and approved budget, appended Supplemental Schedules, pages SS-1 thru SS-19 must also be filed.

LATE BUDGET RESOLUTION

Housing Authority Budgets not submitted to the Division within the statutory time period must be accompanied by a resolution of the governing body setting forth the reasons for the delay in submitting the budget on time, pursuant to N.J.A.C. 5:31-2.5(a) and (b).

ASSISTANCE IS AVAILABLE

After reviewing the pro-forma budget forms and reading these instructions, if any questions remain as to what is required, contact the Bureau of Authority Regulation at (609) 984-0132 and ask for assistance. Please do so as early as possible before introducing the budget.

PRINTING THE BUDGET

The Budget spreadsheet can be printed using automated features now built in the workbook.

PRELIMINARY REVIEW OF THE 2013 HOUSING AUTHORITY BUDGET FORM AND CONTENT

It is suggested the preparer first review the form and content of the Budget Document as familiarity with the arrangement and content of the Budget Document will be helpful in following these instructions. This is especially important if this is the preparer's first budget.

Supplemental Schedules should be completed first, and then those figures should be inserted on the appropriate cross-referenced budget page and line.

Housing Authority Budget Form

Page 1 Director's certifications (Division Use Only).

Page 1a Preparer's Certification of the 2013 Housing Authority Budget.

Page 1b Approval Certification of the 2013 Housing Authority Budget.

Page 1c Authority Information Form

Page 2 Housing Authority's Budget Resolution introducing and approving the 2013 Annual and Capital Budget/Program, and recorded vote.

Page 3 Housing Authority Budget Message.

Annual Budget - Anticipated Revenues.

Pages 5&6 Annual Budget - Budgeted Appropriations and Fund Balance Utilized.

Page 7 Adoption Certification of the 2013 Housing Authority budget.

Page 8 Housing Authority's Adopted Budget Resolution adopting the 2013 Annual and Capital Budget/Program, and recorded vote.

CAPITAL BUDGET/PROGRAM

PAGE CB-1 Official's certification of the Capital Budget/Program.

PAGE CB-2 Capital Budget/Program message.

PAGE CB-3 Proposed Year's Capital Improvement Plan - Funding Sources.

PAGE CB-4 5-Year Capital Improvement Plan.

PAGE CB-5 5-Year Capital Improvement Plan - Funding Sources.

SUPPLEMENTAL SCHEDULESPAGE(S)SS-2 Operating Revenues:

Rental FeesOther Operating Revenues

SS-3 and SS-4 Non-Operating Revenues:Grants & EntitlementsLocal Subsidies & DonationsInterest on Investments and DepositsOther Non-Operating Revenues

SS-5 Operating Appropriations:Administration:Salaries & WagesFringe BenefitsOther ExpensesCost of Providing ServiceSalaries & WagesFringe BenefitsOther Expenses

SS-6 Budgeted Years Debt Service Requirements:Principal PaymentsInterest PaymentsHUD Subsidy

SS-7 & SS-8 5-Year Debt Service Schedule:Principal PaymentsInterest PaymentsHUD Subsidy

SS-9 Retained Earnings, Restricted Net Assets

SS-10 & SS-11 US Department of Housing and Urban Development:Operating Budget:Homebuyers Monthly PaymentsOperating ReceiptsOperating Expenditures - AdministrationTenant ServicesUtilitiesOrdinary Maintenance & OperationsProtective ServicesGeneral ExpenseRent for Leased DwellingsNon-Routine ExpendituresPrior Period AdjustmentsOther ExpendituresHUD Contributions

SS-12 - SS-15 US Department of Housing and Urban Development: Section 8 Housing Assistance Payments

SS-16 - SS-19 US Department of Housing and Urban Development: Housing Voucher Assistance Payments

STEP 1

COMPLETING THE CURRENT YEAR'S ADOPTED BUDGET COLUMN

Refer to the 2012 US Department of Housing and Urban Development Operating Budget which was certified by the governing body of the Housing Authority. Enter the 2012 adopted budget amounts in this column opposite the appropriate corresponding descriptions.

Some changes may be necessary due to changes that were made to the budget forms, but totals for Revenues and Appropriations MUST AGREE TO THE 2012 ADOPTED BUDGET. Be sure to enter all subtotals and totals.

If the Division’s spreadsheet is used, click on the tab (bottom of spreadsheet) labeled “INPUT TAB.” Insert the authority’s name and fiscal year in the appropriate cells. This will automatically place this information throughout the spreadsheet.

STEP 2

COMPLETING THE 2013 PROPOSED YEARS BUDGET COLUMN

Housing Authorities are required annually to prepare and submit to the U.S. Department of Housing and Urban Development, Office of Public and Indian Housing, an Operating Budget Form HUD-52564 (3/95), pursuant to Section 502(a) of the National Affordable Housing Act. This Operating Budget, along with attachments and supporting schedules establishes the basis for annual Total HUD Contributions. Further, this Operating Budget establishes the line item breakdown for Operating Receipts and Operating Expenditures for Administration, Tenant Services, Utilities, Ordinary Maintenance & Operations, Protective Services, General Expense, Rent for Leased Dwellings, Non-routine Expenditures, Prior Period Adjustments and Other Expenditures.

To allow for consistency in the financial reporting of Housing operations and insuring that "all expenditures" of the authority are reported in the annual budget, pursuant to N.J.S. 40A:12A-25, and that the form and content of the budget will permit the exercise of the comptroller function within the authority, the Operating Budget must be completed and the corresponding financial information transferred to Supplemental Schedule Pages SS-10 through 19.

Once the HUD Form HUD-52564 (3/95), Operating Budget, U.S. Department of Housing and Urban Development, Office of Public and Indian Housing, and all supplemental and supporting documents have been completed for all programs, (Public Housing Management Program, the Section 8 Housing Assistance Program, the Housing Voucher Assistance Program, etc.) and the corresponding financial information transferred to Supplemental Pages SS-10 through SS-19 the budgeted amounts and respective data for the authority can be formulated and presented on Supplemental Pages SS-1 through SS-9 and Budget Pages 4 through 6.

ANTICIPATED REVENUES(Budget Page 4)(Supplemental Schedules Pages SS-2 thru SS-4, 10, 11, 15 & 19)

The Anticipated Revenues are separated into Operating and Non-Operating Revenues. Each item listed must be detailed on the Supplemental Schedules with supporting documentation to substantiate such revenues (i.e. rate resolutions, grant documents, etc.).

OPERATING REVENUES(Budget Page 4)(Supplemental Schedule Page SS-2, 10, 11, 15 & 19)Rental Fees:

Home Buyers Monthly Payments

Enter the budgeted amount for each program as listed on Supplemental Schedule page SS-10, line 60 and transfer the amounts to Supplemental Schedule page SS-2.

Dwelling Rental


Excess Utilities


Non Dwelling Rental


HUD Operating Subsidy

Enter the budgeted amount for Public Housing as listed on Supplemental Schedule page SS-11, line 690 and transfer the amounts to Supplemental Schedule page SS-2 - under the column Public Housing. Enter the budgeted sum amounts for Section 8 Certificates as listed on Supplemental Schedule page SS-14, line 17 through line 23 and transfer the amounts to Supplemental Schedule page SS-2 - under the column Sect. 8 Certs. Enter the budgeted sum amounts for Housing Vouchers as listed on Supplemental Schedule page SS-18, line 17 through line 23 and transfer the amounts to Supplemental Schedule page SS-2 - under the column Housing Vouchers.

Other Income


New Construction-ACC Section 8Enter the budgeted amount Section 8 Assistance Payments as listed on Supplemental Schedule page SS-15, line 13 and transfer the amounts to Supplemental Schedule page SS-2 - under the column Sect. 8 New Construction.

Voucher-ACC Housing Voucher

Enter the budgeted amount Housing Voucher Assistance Payments as listed on Supplemental Schedule page SS-19, line 13 and transfer the amounts to Supplemental Schedule page SS-2 - under the column Housing Voucher.

Total Rental Fees

Total the Section for Rental Fees for each program as listed on Page SS-2, cross foot the Totals and enter the Total Rental Fees, Line A-1 on Budget page 4, line A-1.

Other Operating Revenues

If the housing authority can reasonably anticipate other items of revenue, which are not properly included in any of the preceding revenue classifications, enter the detailed information on Page SS-2. Total the Section for Other Operating Revenues as listed on Page SS-2, cross foot and enter the Total Other Operating Revenues, Line A-2 on Budget page 4, line A-2.

TOTAL OPERATING REVENUES(Budget Page 4)

Add lines A-1 and A-2 and enter the total on Budget page 4, line R-1.

NON-OPERATING REVENUES(Budget Page 4)(Supplemental Schedule Pages SS-3 and SS-4)

Grants and Entitlements

List in detail all grants and entitlements for each program on Supplemental Schedule page SS-3. Total the Section for Grants and Entitlements as listed on Page SS-3, cross foot and enter the Total Grants and Entitlements Line A-3 on Budget page 4, line A-3.

Local Subsidies and Donations

List in detail all local subsidies and donations for each program on Supplemental Schedule page SS-3. Total the Section for Local Subsidies and Donations as listed on Page SS-3, cross foot and enter the Total Local Subsidies and Donations Line A-4 on Budget page 4, line A-4.

Interest on Investments and Deposits:

Investments


Security Deposits

Enter the budgeted amount for each program as listed on Supplemental Schedule page SS-4.

Penalties


Other Investments


Interest on Investments and Deposits:

Total the Section for Interest on Investments and Deposits as listed on Page SS-4, cross foot and enter the Total Interest on Investments and Deposits Line A-5 on Budget page 4, line A-5.

Other Non-Operating Revenues

If the housing authority can reasonably anticipate other items of revenue, which are not properly included in any of the preceding revenue classifications, enter the detailed information on Page SS-4. Total the Section for Other Non-Operating Revenues as listed on Page SS-4, cross foot and enter the Total Other Non-Operating Revenues, Line A-6 on Budget page 4, line A-6.

TOTAL NON-OPERATING REVENUES(Budget Page 4)

Add line A-3, A-4, A-5, and A-6 and enter the total on Budget page 4, line R-2.

TOTAL ANTICIPATED REVENUES(Budget Page 4)

Add line R-1 and R-2 and enter the total on Budget page 4, line R-3.

STEP 3

BUDGETED APPROPRIATIONSCOMPLETING THE 2013 PROPOSED BUDGET COLUMN

OPERATING APPROPRIATIONS

For Housing Authorities, appropriations are legal authorizations to incur obligations and to expend public funds. In this regard, N.J.S. 40A:12A-1 et seq. and N.J.S. 40A:5A-1 et seq. should be consulted, including N.J.A.C. 5:31-1 and 2 et seq. and specifically N.J.A.C. 5:31-2.3.

Budgetary control is enhanced when the legally adopted budget is integrated into the governmental units' formal accounting system. To this end, GAAP should be utilized, pursuant to N.J.A.C. 5:31-7 et seq. The accounting system can be maintained on a legal compliance basis, but should include sufficient additional information to permit GAAP based financial reporting.

ADMINISTRATION

SALARY & WAGES(Budget Page 5)(Supplemental Schedule Pages SS-5 & SS-10)

Enter the budgeted amount for each program as listed on Supplemental Schedule page SS-10, line 140 and transfer the amounts to Supplemental Schedule page SS-5. Total the row for Salaries and Wages, as listed on Supplemental Schedule Page SS-5 and transfer the Total Salary and Wages for Administration, Line B-1 to Budget Page 5, line B-1.

FRINGE BENEFITS(Budget Page 5)(Supplemental Schedule Pages SS-5, SS-10 & SS-11)

Fringe Benefits are not segregated on the Operating Budget, Form HUD-52564 between Administration and Cost of Providing Service and must be calculated based on the total budgeted salaries and fringe benefit line items. The calculation for Fringe Benefits for Administration for each program will be as follows:

Page SS-10, line 440 multiplied by the factor of -Page SS-10, Line 140 divided by the sum of - Page SS-10, Line 140, Line 220, Line 330 and Page SS-11, Line 370

OR

Line 440 X (Line 140 / Line 140 + Line 220 + Line 330 + Line 370) = Page SS-5, Line B-2. This calculation must be completed for each program individually.

OTHER EXPENSES(Budget Page 5)(Supplemental Schedule Pages SS-5 & SS-10)

Enter the sum of the budgeted amount for Other Expenses for each program as listed on Supplemental Schedule page SS-10, Lines 150, 160, 170, 180, 190 and 200 and transfer the sum amounts for each program to Supplemental Schedule page SS-5. Total the row for Other Expenses, as listed on Supplemental Schedule Page SS-5, and transfer the Total Other Expenses for Administration, Line B-3 to Budget Page 5, line B-3.

TOTAL ADMINISTRATION(Budget Page 5)

Add lines B-1, B-2, B-3 and enter the total on Budget page 5, line E-1. This total should match the Total Administration as listed on Supplemental Schedule page SS-5, line E-1.

TOTAL COST OF PROVIDING SERVICES

SALARY & WAGES:(Budget Page 5)(Supplemental Schedule Page SS-5, SS-10 & SS-11)

Tenant Services

Enter the budgeted amount for each program as listed on Supplemental Schedule Page SS-10, line 220 and transfer the amounts to Supplemental Schedule page SS-5 - Tenant Services.

Maintenance & Operation

Enter the budgeted amount for each program as listed on Supplemental Schedule Page SS-10, line 330 and transfer the amounts to Supplemental Schedule page SS-5 - Maintenance & Operation.

Protective Services

Enter the budgeted amount for each program as listed on Supplemental Schedule Page SS-10, line 370 and transfer the amounts to Supplemental Schedule page SS-5 - Protective Services.

TOTAL SALARIES & WAGES

Total the Section for Salaries & Wages for each program as listed on Page SS-5, cross foot the Totals and enter the Total Salaries & Wages, Line B-4 on Budget page 5, line B-4.

FRINGE BENEFITS(Budget Page 5)(Supplemental Schedule Page SS-5, SS-10 & SS-11)

Fringe Benefits are not segregated on the Operating Budget, Form HUD-52564 between Administration and Cost of Providing Service and must be calculated based on the total budgeted salaries and fringe benefit line items. The calculation for Fringe Benefits for Cost of Providing Services for each program will be as follows:

Page SS-10, line 440 multiplied by the factor of -Page SS-10, Line 220 + Line 330 + Line 370 divided by the sum of - Page SS-10, Line 140, Line 220, Line 330 and Page SS-11, Line 370

OR

Line 440 X (Line 220 + Line 330 + Line 370 / Line 140 + Line 220 + Line 330 + Line 370) = Page SS-5, Line B-5. This calculation must be completed for each program individually.

OTHER EXPENSES:(Budget Page 5)(Supplemental Schedule Page SS-5, SS-10 & SS-11)

Tenant Services

Enter the budgeted sum amount for each program as listed on Supplemental Schedule Page SS-10, Lines 230 and 240 and transfer the amounts to Supplemental Schedule page SS-5 - Tenant Services.

Utilities

Enter the budgeted amount for each program as listed on Supplemental Schedule Page SS-10, line 320 and transfer the amounts to Supplemental Schedule page SS-5 - Utilities.

Maintenance & Operation - Materials & Contract Cost

Enter the budgeted sum amount for each program as listed on Supplemental Schedule Page SS-10, lines 340 and 320 and transfer the amounts to Supplemental Schedule page SS-5 - Maintenance & Operation - Materials & Contract Cost.

Protective Services - Materials & Contract Cost

Enter the budgeted sum amount for each program as listed on Supplemental Schedule Page SS-11, lines 380 and 390 and transfer the amounts to Supplemental Schedule page SS-5 - Protective Services - Materials & Contract Cost.

Insurance

Enter the budgeted amount for each program as listed on Supplemental Schedule Page SS-11, line 410 and transfer the amounts to Supplemental Schedule page SS-5 - Insurance.

PILOT

Enter the budgeted amount for each program as listed on Supplemental Schedule Page SS-11, line 420 and transfer the amounts to Supplemental Schedule page SS-5 - PILOT

Terminal Leave Payments

Enter the budgeted amount for each program as listed on Supplemental Schedule Page SS-11, line 430 and transfer the amounts to Supplemental Schedule page SS-5 - Terminal Leave Payments.

Collection Losses

Enter the budgeted amount for each program as listed on Supplemental Schedule Page SS-11, line 450 and transfer the amounts to Supplemental Schedule page SS-5 - Collection Losses.

Other General Expense

Enter the budgeted amount for each program as listed on Supplemental Schedule Page SS-11, line 460 and transfer the amounts to Supplemental Schedule page SS-5 - Other General Expense.

Rents

Enter the budgeted amount for each program as listed on Supplemental Schedule Page SS-11, line 490 and transfer the amounts to Supplemental Schedule page SS-5 - Rents.

Extraordinary Maintenance

Enter the budgeted amount for each program as listed on Supplemental Schedule Page SS-11, line 510 and transfer the amounts to Supplemental Schedule page SS-5 - Extraordinary Maintenance.

Replacement of Non-Expendable Equipment

Enter the budgeted amount for each program as listed on Supplemental Schedule Page SS-11, line 520 and transfer the amounts to Supplemental Schedule page SS-5 - Replacement of Non-Expendable Equipment.

Property Betterment/Additions

Enter the budgeted amount for each program as listed on Supplemental Schedule Page SS-11, line 530 and transfer the amounts to Supplemental Schedule page SS-5 - Property Betterment/Additions.

Other Costs

Enter the budgeted sum amount for each program as listed on Supplemental Schedule Page SS-11, lines 560 and 570 and transfer the amounts to Supplemental Schedule page SS-5 - Other Costs.

Total Other Expenses

Total the Section for Other Expenses for each program as listed on Page SS-5, cross foot the Totals and enter the Total Other Expenses, Line B-6 on Budget page 5, line B-6.

STEP 4

COMPLETING THE BUDGETED YEAR'S DEBT SERVICE REQUIREMENTS(Budget Pages 5 & 6)(Supplemental Schedule Pages SS-6, 7, & 8)

N.J.A.C. 5:31-2.3(b)20 requires a "Schedule of Debt Service (principal and interest) for the budget year and next succeeding four years" accompany the budget. Completion of this schedule is required whenever a housing authority appropriates funds for the payment of maturing principal and/or interest for notes, bonds, capital leases, intergovernmental loans, and other obligations.

PRINCIPAL PAYMENTS:

Housing Authority Notes

Enter the Total Principal Payments of Housing Authority Notes that will become due in the 2013 budget year from Supplemental Schedule, Page SS-7, line P-1 and enter on Supplemental Schedule, Page SS-6, line P-1.

Housing Authority Bonds

Enter the Total Principal Payments of Housing Authority Bonds that will become due in the 2013 budget year from Supplemental Schedule, Page SS-7, line P-2 and enter on Supplemental Schedule, Page SS-6, line P-2.

Capital Leases

Enter the Total Principal Payments of Capital Leases which will become due in the 2013 budget year from Supplemental Schedule, Page SS-7, line P-3 and enter on Supplemental Schedule, Page SS-6, line P-3.

Intergovernmental Loans

Enter the Total Principal Payments of Intergovernmental Loans which will become due in the 2013 budget year from Supplemental Schedule, Page SS-7, line P-4 and enter on Supplemental Schedule, Page SS-6, line P-4.

Other Bonds or Notes

Enter the Total Principal Payments of Other Authority Obligations which will become due in the 2013 budget year from Supplemental Schedule, Page SS-7, line P-5 and enter on Supplemental Schedule, Page SS-6, line P-5.

TOTAL PRINCIPAL DEBT PAYMENTS

Add the principal payments for Housing Authority Notes, Housing Authority Bonds, Capital Leases, Intergovernmental Loans, and Other Bonds or Notes and enter the total on Supplemental Schedule page SS-6.

HUD Subsidy

Enter the Total Principal Payments of HUD Subsidy that will become due in the 2013 budget year from Supplemental Schedule, Page SS-7, line P-6 and enter on Supplemental Schedule, Page SS-6, line P-6.

NET PRINCIPAL DEBT PAYMENTS

Subtract the HUD subsidy from the Total Principal Debt Payments and enter the balance on Supplemental Schedule page SS-6, line D-1, and Budget page 5, line D-1 (Net Principal Debt Payments in Lieu of Depreciation).

INTEREST PAYMENTS

Housing Authority Notes

Enter the Total Interest Payments of Housing Authority Notes that will become due in the 2013 budget year from Supplemental Schedule, Page SS-8, line I-1 and enter on Supplemental Schedule, Page SS-6, line I-1..Housing Authority Bonds

Enter the Total Interest Payments of Housing Authority Bonds that will become due in the 2013 budget year from Supplemental Schedule, Page SS-8, line I-2 and enter on Supplemental Schedule, Page SS-6, line I-2.

Capital Leases

Enter the Total Interest Payments of Capital Leases that will become due in the 2013 budget year from Supplemental Schedule, Page SS-8, line I-3 and enter on Supplemental Schedule, Page SS-6, line l-3.

Intergovernmental Loans

Enter the Total Interest Payments of Intergovernmental Loans that will become due in the 2013 budget from Supplemental Schedule, Page SS-8, line I-4 and enter on Supplemental Schedule, Page SS-6, line I-4.

Other Bonds or Notes

Enter the Total Interest Payments of Other Obligations that will become due in the 2013 budget year from Supplemental Schedule, Page SS-8, line I-5 and enter on Supplemental Schedule, Page SS-6, line I-5.

TOTAL INTEREST DEBT PAYMENTS

Add the interest payments for Housing Authority Notes, Housing Authority Bonds, Capital Leases, Intergovernmental Loans, and Other Bonds or Notes and enter the total on Supplemental Schedule page SS-6.

HUD Subsidy

Enter the Total Interest Payments of HUD Subsidy which will become due in the 2013 budget year from Supplemental Schedule, Page SS-8, line I-6 and enter on Supplemental Schedule, Page SS-6, line I-6.

NET INTEREST DEBT PAYMENTS

Subtract the HUD subsidy from the Total Interest Debt Payments and enter the balance on Supplemental Schedule page SS-6, line D-2, and Budget page 6, line D-2.

STEP 5

TOTAL OPERATING APPROPRIATIONS(Budget Page 5)

Add line E-1, E-2, and D-1 and enter the total on Budget page 5, line E-3.

STEP 6

NON-OPERATING APPROPRIATIONS(Budget Page 6)

Operating ReserveEnter the amount budgeted for 2013 for Operating Reserve(s) and enter the total on Budget Page 6, line C-1

Operating Reserve - Section 8Enter the amount budgeted for 2013 for Operating Reserve - Section 8 and enter the total on Budget Page 6, line C-2

Other Non-Operating Appropriations

Enter the amount budgeted for 2013 for Other Non-Operating Appropriations and enter the total on Budget Page 6, line C-3.

Other (Section 8 & Housing Vouchers)

Enter the amount budgeted for 2013 for Other (Section 8 & Housing Vouchers) and enter the total on Budget Page 6, line C-4.

TOTAL NON-OPERATING APPROPRIATIONS(Budget Page 6)

Add Net Interest Debt Payments, Line D-2, Operating Reserve, line C-1, Operating Reserve - Section 8, line C-2, Other Non-Operating Appropriations, line C-3 and Other (Section 8 & Housing Vouchers), line C-4 and enter the total on Budget page 6, line E-4.

ACCUMULATED DEFICIT(Budget Page 6)

Enter the amount budgeted for 2013 for Accumulated Deficit and enter the total on Budget Page 6, line E-5.STEP 7

TOTAL OPERATING & NON-OPERATING APPROPRIATIONS & ACCUMULATED DEFICIT(Budget Page 6)

Add lines E-4 and E-5 and enter the total on Budget page 6, line E-6.

STEP 8

RETAINED EARNINGS/RESTRICTED NET ASSETSACCUMULATED DEFICIT(Budget Page 6)(Supplemental Schedule Page SS-9)

Complete the Supplemental Schedule Page SS-9 to determine the Retained Earnings/Restricted Net Assets available to utilize in the proposed Housing Authority's Budget. Calculate the available balance separately for each Fund. If a deficit amount is calculated on line 5 (Estimated Available Balance) for Retained Earnings or Restricted Net Assets, this Accumulated Deficit amount must be raised in the Proposed Year's Budget and reflected on Budget Page 6, line E-5.

1) Obtain the Retained Earnings/Restricted Net Assets amount from the prior year's audited Balance Sheet and enter on line 1.

2) Obtain the Retained Earnings/Restricted Net Assets utilized in the current year's adopted Budget and enter on line 2.

3) Subtract line 2 from line 1 and enter the result on line 3 (Proposed Balance Available).

4) Calculate the estimated Result's of Operation of the Current Year's Budget and enter on line 4.

5) Add line 3 and line 4 and enter the sum on line 5 (Estimated Available Balance).

6) Enter the total Retained Earnings/Restricted Net Assets amount proposed to be utilized in the "PROPOSED YEAR'S CAPITAL BUDGET" and enter on line 6.

7) Enter the total Retained Earnings/Restricted Net Assets amount proposed to be utilized in the "PROPOSED YEAR'S BUDGET" and enter on line 7.

8) Add line 6 and line 7 and enter the sum on line 8 (Total Utilized).

9) Subtract line 8 from line 5 and enter the result on line 9. This is the remaining available Retained Earnings/Restricted Net Assets, for subsequent amending purposes (This amount cannot be less than zero).

STEP 9

TOTAL APPROPRIATIONS& FUND BALANCE(Budget Page 6)

Subtract line R-4 from Line E-6 and enter the result on Budget page 6, line E-7.

STEP 10

COMPLETING THE BUDGET MESSAGE(Budget Page 3)

Pursuant to N.J.A.C 5:31-2.1(d), every housing authority budget must be prefaced by a narrative explanation of the impact of its proposed plan, known as a budget message. The contents of the message will be considered to be approved by the governing body approving the introduction and adoption of the budget.

STEP 11

COMPLETING THE RESOLUTION APPROVING THE 2012 BUDGET(Budget Page 2)

Paragraphs one, two and three of the approving resolution should be completed prior to the introduction of the budget and are reflective of the Total Anticipated Revenues, Total Anticipated Operating and Non-Operating Appropriations, including any Accumulated Deficit, and Total Retained Earnings/Restricted Net Assets Utilized.

The recorded vote should be completed by the secretary, and the secretary's certification should be completed within 10 days after the approval of the budget.

All certifying signatures must be hand-written.

STEP 12

COMPLETING THE APPROVAL CERTIFICATION(Budget Page 1(b))

Enter the proper name of the housing authority and the fiscal year period and dates where applicable.

Enter the secretary's name, title, address and telephone/fax numbers where the secretary can be reached to answer any questions, if necessary.

COMPLETING THE AUTHORITY INFORMATION FORM(Budget Page 1(c))

Enter the requested information by filling out the form on Page 1c. In order to navigate from one field to another use the arrow keys on the keyboard. Do not use the “Enter” Key.

STEP 13

COMPLETING THE PREPARER'S CERTIFICATION(Budget Page 1(a))

Enter the proper name of the housing authority and the fiscal year period and dates where applicable.

Enter the preparer's name, title, address and telephone/fax numbers where the preparer can be reached to answer any questions, if necessary.

STEP 14

COMPLETING THE ADOPTION CERTIFICATION(Budget Page 7)

Enter the proper name of the housing authority and the fiscal year period and dates where applicable. Enter the secretary's name, title, address and telephone/fax numbers where the secretary can be reached to answer any questions, if necessary.

STEP 15

COMPLETING THE RESOLUTION ADOPTING THE 2013 BUDGET(Budget Page 8)

The recorded vote should be completed by the secretary, and the secretary's certification should be completed within 10 days after the adoption of the budget.

All certifying signatures must be hand-written.

NOTE: Per N.J.S. 40A:5A-11 - "No housing authority budget shall be finally adopted until the Director shall have approved same."

STEP 16

COMPLETING THE HOUSING AUTHORITY CAPITAL BUDGET/PROGRAM(Budget Pages CB-1 TO CB-5)

COMPLETING THE CAPITAL BUDGET CERTIFICATION(Budget Page CB-1)

Enter the proper name of the housing authority and fiscal year. Enter the Secretary's name, title, address and telephone/fax number where the secretary can be reached to answer any questions, if necessary.

Check the Appropriate Box and either attach a completed Capital Budget/Program or give reasons for non-submission thereof.

STEP 17COMPLETING THE CAPITAL BUDGET/PROGRAM MESSAGE(Budget Page CB-2)

Pursuant to N.J.A.C. 5:31-2.2(f), every housing authority Capital Budget must be prefaced by explanation of its contents through answers to questions posed. Such explanation is known as a capital budget message. The contents of the message will be considered to be approved by every housing authority member approving the introduction and adoption of the annual budget. A brief statement should be prepared on each question.

COMPLETING THE PROPOSED YEAR'SCAPITAL IMPROVEMENT PLAN - FUNDING SOURCES(Budget Page CB-3)

Complete the proposed year's Capital Budget listing the projects, the estimated total cost and the anticipated funding sources.

COMPLETING THE 5 YEARCAPITAL IMPROVEMENT PLAN COSTS(Budget Page CB-4)

Complete the 5 year Capital Program listing the projects, the estimated total cost and the anticipated year of expenditure of housing authority funds, for the five years immediately following the proposed Budget Year.

COMPLETING THE 5 YEAR CAPITAL PLAN FUNDING SOURCES(Budget Page CB-5)

Complete the 5-year Capital Program listing the projects, the estimated total cost, and the anticipated funding sources, for the five years immediately following the proposed Budget Year.

Step 18Printing Budget Pages Using Excel

To print entire budget sections: Select File. Select Print. In the lower left hand corner of the print box, print what; select Entire Workbook. Select OK.

To print individual pages: Select the individual tab along the bottom of the worksheet for the page to be printed. Select File. Select Print. Select OK.

State of New JerseyNew Jersey Department of Community Affairs

Division of Local Government Services

2013 HOUSING AUTHORITY BUDGETTRANSMITTAL PACKAGE

Submit all budget related material in one package to: New Jersey Department of Community Affairs, Division of Local Government Services, Bureau of AuthorityRegulation, 101 South Broad Street, P.O.Box 803, Trenton, NJ 08625-0803. Check boxes of items that are included in budget. Please do not submit more copies than required.

2013 Housing Authority Budget Document

2 copies of the budget document

Housing Authority Name and Fiscal Year are filled in on all pages

Signature blocks on Pages 1a & 1b are filled in along with title, address, phone number and fax number

Resolution of the Authority Commissioners is attached with properly recorded vote

Proposed hearing date for adoption of Budget reflected in Authority Budget Resolution

Authority Budget Resolution is signed with original hand written signature

Budget message is complete

Capital Budget (Page CB-1 through CB-5)

Housing Authority Name and Fiscal Year are filled in on pages CB 1 through CB 5

Signature blocks on Page CB-1 are filled in along with title, address, phone number and fax number

Capital Budget message is complete

2013 HOUSING AUTHORITY BUDGET

TRANSMITTAL PACKAGE

Supplemental Schedules

2 copies of the supplemental schedules

Supporting documentation has been submitted to support the rental fees and other revenues listed in the supplemental schedules

The Unreserved Fund Balance as reflected on Page SS-9 agree to the last fiscal year audit of the housing authority

The Results of Operation of Current Year's Budget, listed on Page SS-9, is based on sound reasoning and can be substantiated

Official's Signature:

Print Name:

Title:

Phone Number: Fax Number:

E-mail address:

Date:

2013____________________________

(name)Housing Authority Budget

Division Of Local Government Services

2013

HOUSINGAUTHORITY BUDGET

FISCAL YEAR: FROM TO:

For Division Use Only

CERTIFICATION OF APPROVED BUDGET

It is hereby certified that the approved Budget made a part hereof complies with the requirements of law and the rules and regulations of the Local Finance Board, and approval is given pursuant to N.J.S.A. 40A:5A-11.

State of New JerseyDepartment of Community Affairs

Director of the Division of Local Government Services

By:

Date:

CERTIFICATION OF ADOPTED BUDGET

It is hereby certified that the adopted Budget made a part hereof has been compared with the approved Budget previously certified by the Division, and any amendments made thereto. This adopted Budget is certified with respect to such amendments and comparisons only.

State of New JerseyDepartment of Community Affairs

Director of the Division of Local Government Services

By:

Date:

PAGE 1

PREPARER'S CERTIFICATION

of the

2013

(Name)

HOUSING AUTHORITY BUDGET


It is hereby certified that the Housing Authority Budget, including both the Annual Budget and the Capital Budget/Program annexed hereto, represents the members of the governing body's resolve with respect to statute in that; all estimates of revenue are reasonable, accurate and correctly stated, all items of appropriation are properly set forth and in itemization, form and content, the budget will permit the exercise of the comptroller function within the Authority. It is further certified that all proposed budgeted amounts and totals are correct. Also, I hereby provide reasonable assurance that all assertions contained herein are accurate and all Supplemental Schedules required are completed and attached.

Preparer’s Signature:

Name:

Title:

Address:


E-mail address

PAGE 1a

APPROVAL CERTIFICATION

of the

2013

(Name)



It is hereby certified that the Housing Authority Budget, including Supplemental Schedules appended hereto, are a true copy of the Annual Budget and Capital Budget/Program approved by resolution by the Members of the _______________ Housing Authority, at an open public meeting held pursuant to N.J.A.C. 5:31-2.3, on the day of , ____.

It is further certified that the recorded vote appearing in the resolution represents not less than a majority of the full membership of the governing body thereof.

Secretary’s Signature:

Name:

Title:

Address:


E-mail address

PAGE 1b

HOUSING AUTHORITY INFORMATION SHEET

2013Please complete the following information regarding this Housing Authority:

Name of Authority:Address:

City, State, Zip:Phone: (ext.) Fax:

Preparer’s Name:Preparer’s Address:

City, State, Zip:Phone: (ext.) Fax:E-mail:

Chief Executive Officer:Phone: (ext.) Fax:E-mail:

Chief Financial Officer:Phone: (ext.) Fax:E-mail:

Name of Auditor:Name of Firm:Address:

City, State, Zip:Phone: (ext.) Fax:E-mail:

Membership of Board of Commissioners (Full Name) Title

Page 1c

2013

____________________HOUSING AUTHORITY BUDGET

RESOLUTION

FISCAL YEAR: FROM ___________________TO___________________

WHEREAS, the Annual Budget and Capital Budget for the Housing Authority for the fiscal year beginning ______________ ____ and ending , ____ has been presented before the Members of the Housing Authority at its open public meeting of _ ; and

WHEREAS, the Annual Budget as introduced reflects Total Revenues of $ , Total Appropriations, including any Accumulated Deficit if any, of $ and Total Fund Balance utilized of $ ; and

WHEREAS, the Capital Budget as introduced reflects Total Capital Appropriations of $ and Total Fund Balance planned to be utilized as funding thereof, of $ ; and

WHEREAS, the schedule of rents, fees and other user charges in effect will produce sufficient revenues, together with all other anticipated revenues to satisfy all obligations to the holders of bonds of the Authority, to meet operating expenses, capital outlays, debt service requirements, and to provide for such reserves, all as may be required by law, regulation or terms of contracts and agreements; and

WHEREAS, the Capital Budget/Program, pursuant to N .J.A.C. 5:31-2, does not confer any authorization to raise or expend funds; rather it is a document to be used as part of the said Authority's planning and management objectives. Specific authorization to expend funds for the purposes described in this section of the budget, must be granted elsewhere; by bond resolution, by a project financing agreement, by resolution appropriating funds from the Renewal and Replacement Reserve or other means provided by law.

NOW, THEREFORE BE IT RESOLVED, by the Members of the Housing Authority, at an open public meeting held on that the Annual Budget, including appended Supplemental Schedules, and the Capital Budget/Program of the Housing Authority for the fiscal year beginning , ____ and ending , ____ is hereby approved; and

BE IT FURTHER RESOLVED, that the anticipated revenues as reflected in the Annual Budget are of sufficient amount to meet all proposed expenditures/expenses and all covenants, terms and provisions as stipulated in the said Housing Authority's outstanding debt obligations, capital lease arrangements, service contracts, and other pledged agreements; and

BE IT FURTHER RESOLVED, that the governing body of the Housing Authority will consider the Annual Budget and Capital Budget/Program for adoption on .

_____________________________ ___________________ (Secretary's signature) (date)

Governing Body Recorded VoteMember Aye Nay Abstain Absent

PAGE 2

2013____________________

(Name)


FISCAL YEAR: FROM ___________________TO___________________

BUDGET MESSAGE1. Complete a brief statement on the 2013 proposed Annual Budget and

make comparison to the current year's adopted budget. Explain significant increases or decreases, if any.

2. Complete a brief statement on the impact the proposed Annual Budget will have on Anticipated Revenues, especially service charges and on the general purpose/component unit financial statements. Explain significant increases or decreases, if any.

3. Describe the state of the local/regional economy and how it may impact the proposed Annual Budget, including the planned Capital Budget/Program.

4. Describe the reasons for utilizing Fund Balance in the proposed Annual Budget, i.e. rate stabilization, debt service reduction, to balance the budget, etc.

5. If the proposed Annual Budget contains an Accumulated Deficit either existing or anticipated, pursuant to N.J.S. 40A:5A-12, then an explanation as to reasons for occurrence must be disclosed.

6. Is the Authority required to implement project based budgeting and asset management under H.U.D. rules and regulations? If yes, has the Authority Board of Commissioners adopted a Project-based budget?

PAGE 3

ADOPTION CERTIFICATION

of the 2013

(Name)



It is hereby certified that the Housing Authority Budget and Capital Budget/Program annexed hereto is a true copy of the Budget adopted by the Members body of the _______________ Housing Authority on the day of , ____.


Name:

Title:

Address:


E-mail address

PAGE 7

2013

(Name)

HOUSING AUTHORITY BUDGETADOPTED BUDGET RESOLUTION


WHEREAS, the Annual Budget and Capital Budget/Program for the Housing Authority for the fiscal year beginning , ____ and ending , ____ has been presented for adoption before the Members of the Housing Authority at its open public meeting of ; and

WHEREAS, the Annual Budget and Capital Budget as presented for adoption reflects each item of revenue and appropriation in the same amount and title as set forth in the introduced and approved budget, including all amendments thereto, if any, which have been approved by the Director of the Division of Local Government Services; and

WHEREAS, the Annual Budget as presented for adoption reflects Total Revenues of $ , Total Appropriations, including any Accumulated Deficit, if any, of $ and Fund Balance utilized of $ ; and

WHEREAS, the Capital Budget as presented for adoption reflects Total Capital Appropriations of $____________ and Total Fund Balance planned to be utilized of $ ; and

NOW, THEREFORE BE IT RESOLVED, by the Members of Authority, at a open public meeting held on __________ that the Annual Budget and Capital Budget/Program of the Housing Authority for the fiscal year beginning , ____ and, ending , ____is hereby adopted and shall constitute appropriations for the purposes stated; and

BE IT FURTHER RESOLVED, that the Annual Budget and Capital Budget/Program as presented for adoption reflects each item of revenue and appropriation in the same amount and title as set forth in the introduced and approved budget, including all amendments thereto, if any, which have been approved by the Director of the Division of Local Government Services.

_____________________________ ___________________ (Secretary's signature) (date)

Governing Body Recorded VoteMember Aye Nay Abstain Absent

PAGE 8

2013______________

(Name)

HOUSINGAUTHORITY

CAPITALBUDGET/

PROGRAM

CERTIFICATION

of the

2013

(Name)

HOUSING AUTHORITY CAPITAL BUDGET/PROGRAM


[ ] It is hereby certified that the Authority Capital Budget/Program annexed hereto is a true copy of the Capital Budget/Program approved, pursuant to N.J.A.C. 5:31-2.2, along with the AnnualBudget, by the Members of the _________ Housing Authority, on the day of , ____.

OR

[ ] It is further certified that the Members body of the __________ Housing Authority have elected NOT to adopt a Capital Budget /Program for the aforesaid fiscal year, pursuant to N.J.A.C. 5:31-2.2 for the following reason(s):


Name:

Title:

Address:


E-mail address

Page CB-1

2013

(Name)

HOUSING AUTHORITY CAPITAL BUDGET/PROGRAM


CAPITAL BUDGET/PROGRAM MESSAGE

This section is included in the Capital Budget pursuant to N.J.A.C. 5:31-2. It does not in itself confer any authorization to raise or spend funds. Rather it is a document used as part of the Housing Authority's planning and management system. Specific authorization to spend funds for purposes described in this section must be granted elsewhere, by a separate financing agreement, security agreement, by resolution appropriating funds from the Renewal and Replacement Reserve, or other lawful means.

1. Has the Capital Budget/Program been prepared in consultation with or reviewed by, the local and county planning boards, governing body(ies), or other affected governmental entity(ies) of the

jurisdiction(s) served by the authority?

2. Has each capital project/project financing been developed from a specific plan, or report and have the full life cycle costs of each been calculated?

`3. Has the authority prepared a long-term (10-20 years) infrastructure needs assessment?

4. Are any of the capital projects/project financings being undertaken in a community which has a State Plan designated center? If so, please describe the relationship of same to the center's goals and objectives?

5. Describe the impact on the schedule of Rents and/or user charges if the proposed capital projects are undertaken. Indicate the impact on current and future year's schedules.

6. Has the project been reviewed and approved by HUD?

Page CB-2

2013 ______________

(Name)

HOUSINGAUTHORITY

SUPPLEMENTALSCHEDULES

STATE OF NEW JERSEY

DEPARTMENT OF COMMUNITY AFFAIRS

DIVISION OF LOCAL GOVERNMENT SERVICES